Description

True North Consults is hiring a Receptionist to serve as the first point of contact for the organization by providing professional front office and customer service support. The Receptionist is responsible for welcoming visitors, managing telephone communications, maintaining the reception area, and ensuring efficient communication between clients, visitors, and staff while projecting a positive corporate image.

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Communications & Media Studies

Educational Games

Knowledge Management

Reports To: PA to the MD / Community Manager

Responsibilities

Manage front office operations by welcoming visitors, handling visitor registration, and ensuring compliance with security procedures.

Provide professional customer service by responding to inquiries and directing clients, suppliers, and visitors to the appropriate departments.

Operate and manage telephone communications, including answering, screening, and forwarding calls, taking messages, and reporting communication equipment faults.

Provide administrative support through mail and courier handling, meeting room coordination, visitor notifications, and assistance with assigned HR and office administration tasks.

Maintain confidentiality of company and client information and uphold a professional reception environment.

Safeguard company property, comply with company policies and safety requirements, and perform other duties assigned by management within the scope of the role.

Person Specification

Education & Training

Education

Diploma in Secretarial Studies, Business Administration, Public Relations, Office Management, or a related field.

Certificate in Front Office Management or Customer Service is an added advantage.

Experience

Minimum of one (1) year of experience in a receptionist, front office, or customer service role.

Skills

Excellent verbal and written communication skills.

Strong interpersonal and customer service skills.

Good telephone etiquette.

Knowledge of switchboard operations.

Computer proficiency, particularly in Microsoft Office Suite.

Good organizational and time management skills.

Ability to multitask and prioritize work effectively.

Attention to detail and accuracy.

Ability to maintain confidentiality.

Key Result Areas

Professional and efficient reception services.

Excellent customer and visitor experience.

Accurate handling and timely transmission of messages.

Effective management of incoming and outgoing telephone communications.

Clean, organized, and welcoming reception area.

Timely handling of correspondence and visitor records.

Positive representation of the company’s corporate image.

Success Indicators

Visitors are welcomed and attended to promptly and professionally.

Calls are handled efficiently with minimal missed communications.

Messages are accurately recorded and delivered on time.

The reception area remains clean, organized, and presentable.

Customer satisfaction with front office services remains consistently high.

Administrative support tasks are completed accurately and within required timelines.

Customer Relationship Management (CRM)

• Manage front office operations by welcoming visitors, handling visitor registration, and ensuring compliance with security procedures.
• Provide professional customer service by responding to inquiries and directing clients, suppliers, and visitors to the appropriate departments.
• Operate and manage telephone communications, including answering, screening, and forwarding calls, taking messages, and reporting communication equipment faults.
• Provide administrative support through mail and courier handling, meeting room coordination, visitor notifications, and assistance with assigned HR and office administration tasks.
• Maintain confidentiality of company and client information and uphold a professional reception environment.
• Safeguard company property, comply with company policies and safety requirements, and perform other duties assigned by management within the scope of the role.

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Good telephone etiquette.
• Knowledge of switchboard operations.
• Computer proficiency, particularly in Microsoft Office Suite.
• Good organizational and time management skills.
• Ability to multitask and prioritize work effectively.
• Attention to detail and accuracy.
• Ability to maintain confidentiality.

• Diploma in Secretarial Studies, Business Administration, Public Relations, Office Management, or a related field.
• Certificate in Front Office Management or Customer Service is an added advantage.